Project Manager

A highly organized, proactive, and detail-oriented Project Coordinator is needed to manage the day-to-day logistics of client projects from planning through completion. This is a client-facing role, essential in keeping projects on track by coordinating vendors, managing supply orders, communicating with building management, and supporting client needs. The ideal candidate is an excellent communicator, a problem-solver, and thrives in a fast-paced environment where no two days are the same.

• Review upcoming projects and ensure all vendor and supply needs are identified
• Request building management requirements and COI samples for each new project
• Submit certificate of insurance (COI) requests to vendors or internal insurance reps
• Submit COIs to building management and track approvals
• Reserve elevators for project dates through building management, superintendents, or front desks

• Source qualified local vendors in new markets based on established standards
• Request quotes and confirm services with a wide range of vendors
• Maintain communication with all vendors throughout the duration of each project
• Track vendor schedules and ensure service timelines align with the project plan

• Order all necessary packing supplies, protective gear, and specialty items
• Coordinate store pick-ups or shipments directly to client locations
• Monitor supply levels and adjust ordering based on project needs
• Track and report all supply purchases on each project's expense tracking sheet

• Maintain accurate and up-to-date project records in Zoho CRM and/or Zoho Projects
• Upload COIs and building documentation to project files
• Communicate all project updates, vendor confirmations, and building requirements to the internal team
• Log all relevant communication and status updates

• Follow up with vendors to obtain donation receipts after drop-offs
• Upload donation receipts to the client's file and email them to the client's primary contact
• Keep track of any delays or missing documentation and follow up regularly

• Review all active projects to ensure vendors are confirmed and supplies are in place
• Follow up on outstanding COIs, quotes, and donation receipts
• Order supplies or schedule pick-ups multiple times per day
• Update Zoho CRM and notify internal team members of progress or issues
• Attend team meetings and provide updates on project status

• Internal teams and vendors are supported throughout the duration of each client project
• All vendors are confirmed and scheduled before each project begins
• COIs and building requirements are completed and filed without delay
• Supplies are delivered or picked up in time for every project
• Donation receipts and thank-you gifts are delivered promptly

• 3+ years of experience in project coordination, office management, or operations
• Strong organizational and communication skills (both phone and email)
• Comfort with fast-paced multitasking and deadline management
• Familiarity with Microsoft Office, CRM platforms (Zoho preferred), and Google Workspace
• Comfort working with vendors, building managers, and client-facing representatives

• Experience in senior move management, relocation, or home services
• Previous work in a multi-state logistics or service coordination role